Tools for the Christian Speaker: The Database

Through my 13 years of speaking, God has graciously blessed me with the opportunity to speak to thousands of women–and even a few men–across the country. In my heart and mind, I consider each of them my friends. After all, we likely prayed together, worshiped together, ate together, and broke His Bread together.

But the sad truth is, I’ve been in touch with only a few of those thousands of people. Not because I don’t want to, but because I didn’t have a clue how to reach them. Oh, I’d collected business cards and written phone numbers on napkins and kept envelopes with return addresses. I’d even collected page after page of sign-up sheets from those who wanted to hear from me. But where were they when I needed them? Scattered in various computer files, to-do stacks, and cardboard boxes.

In my life and ministry, I’ve had to learn many things the hard way, and one of them is this: Develop a database system from the beginning. This includes a means for collecting data from those who hear your messages and a system for recording their information.

As I look back, I see that I did a fairly good job of collecting data, but my downfall was in what I did with it after I got home.

Fast forward to 2011. This spring I finally gathered all those business cards, crumpled napkins and used envelopes and turned them over to my organized friend, Dianne. For weeks (or maybe months–I can’t remember) Diane entered data, created files, and organized the over 2500 contacts into an Excel spreadsheet and a super-duper-sized storage bin, complete with notebooks of business cards and correspondence.

And I paid a pretty penny for it.

Please understand, I don’t regret paying Dianne one penny of that money–she deserved twice what she got! But the point is, if only I had developed a system from the beginning and then worked the system after each event, I could have avoided spending all that time, trouble, and money.

And even more important, I would have been able to connect with my new friend when I visited her area for another event. Perhaps we could have laughed over a cup of coffee and prayed together. I might have had the joy of meeting her family and friends.

And maybe my proximity would have allowed me to speak to her group again.

Whether you’re just starting out or have been speaking for years, now is the time to be sure you have the means for collecting and following up with the new friends you’ll make along the way. Sign-up sheets and business cards are great ways to start. But it’s what you do when you get them home that matters.

God’s Word tells us to be orderly in our business and ministry dealings. Having an organized database is a great place to start.

The plans of the diligent lead to profit as surely as haste leads to poverty.
Proverbs 21:5

Grace and peace,

Vonda

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19 Comments

Oh…I’m right there with you and still unorganized. Thank you for helping me remember my collected stack of business cards were not given to me to become coasters (smile). I thought I was really smart and bought a business card book to file my cards in…then suddenly I realized when I needed an email, I’d spend tooooo much time searching through the book to find what I needed. GOD BLESS EXCEL and the alphabet because I’ve been doing the same type of things with my coasters…uh, cards. Great article.

Wonderful advice, Vonda! Thanks again for being our forerunner in these matters. If we just follow your advice and take the next step, God is certain to be glorified and our lives should be so much easier.
Love you and missing you,
Glenda

Your words take me to the room at Keowee. I can see you and hear the inflections in your voice and then I look over my shoulder, wondering if you are here in my office and writing from your observations of me! This is one of my goals – to have some high school student come and sit by me and teach me how I can maximize the computer and what it offers instead of teasing me and stumping me with simple tasks, which practiced over and over become productive habit. Thanks, Vonda, for seeing my need.

Dear Vonda,
What excellent timing! I spoke at a MOPS group 2 days ago, and for the first time, I sent around a signup sheet to collect email addresses. Now where did I put that list? Just kidding ;D I was wondering though about how to organize and maintain a contact list, and now you’ve given me the direction to take. Thank you so much!
Blessings,
Susan

Thank you for this great advice! I’m fortunate in that, so far, most of my speaking has been in an organized class with a roll! But, as I get ready to go “out” I so appreciate this idea. I’m no good on excel, but I’m pretty good with pencil and paper. I can at least start out that way until I find me a computer pal to help out.

I have also been collecting names and info of people along the way who have expertise in an area that I may need help with later. I’ve had many people say things like, “Let me know if you need me to help you edit your book” or “You know, my husband works in television production.” I’m keeping a list and know that when the time comes I’ll at least have someone I could contact for information or advice.

(Oh, and I agree with Marcia – I can hear your sweet voice and it takes me right back to CCC!)

Vonda, I’m glad you finally got everything compiled. I haven’t collected much in the way of contacts, yet, but I’m more than available to help others navigate Excel or Access. Afterall, I’ve been teaching those two software packages for close to twenty years. If anyone else needs help, just go to my website, eversworks.com, and send me a message. I’ll be glad to help!